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What to check on a COI: additional insured, waiver of subrogation, limits and more
A practical, box-by-box guide to reviewing an ACORD 25 certificate of insurance, and the endorsements behind it.
When a certificate of insurance lands in your inbox, it's tempting to check the expiration date and file it. Most "we had a COI on file, but…" problems come from the other boxes. Here's what to check on a standard ACORD 25, section by section.
1. The insured: is it the right company?
The Insured box should show the same legal entity you signed the subcontract with. A sole proprietor's personal name, a DBA, or a related company isn't necessarily the same insured. If the names don't match, ask the agent why before work starts.
2. Insurers and policy numbers
Each coverage line references an insurer (A, B, C…) listed at the top, often with its NAIC number. Check that each line has a policy number. A blank policy number or "applied for" isn't evidence of an issued policy.
3. Dates: do they cover the whole job?
Check the policy effective and expiration date on every coverage line, not just the first. Note the earliest expiration in your tracker; that's when you'll need a renewal. If any policy expires before the job ends, diary the renewal now.
4. Limits: do they meet your contract?
Compare each limit against your written requirements:
| Coverage | What you'll see on an ACORD 25 |
|---|---|
| Commercial general liability | Each occurrence, damage to rented premises, medical expense, personal & advertising injury, general aggregate, products-completed operations aggregate. Also whether it's occurrence or claims-made, and whether the aggregate applies per policy, per project or per location. |
| Automobile liability | Usually a combined single limit, plus which autos are covered (any auto, owned, hired, non-owned). |
| Umbrella / excess | Each occurrence and aggregate. Useful if your contract requires higher total limits. |
| Workers' compensation & employer's liability | Workers' comp is usually shown as "per statute". Employer's liability shows each accident, disease each employee and disease policy limit. |
A per-project aggregate can matter on a busy sub who shares one aggregate across many jobs. If your contract asks for it, check it's shown.
5. Additional insured: the box isn't the endorsement
The ACORD 25 has an ADDL INSD column. A "Y" there tells you the agent says there's additional-insured coverage. But the certificate itself doesn't create it, and it doesn't tell you what the endorsement covers. Additional-insured status comes from an endorsement on the sub's policy.
- Ask for a copy of the endorsement, not just the certificate.
- For contractors, common ISO forms include CG 20 10 (ongoing operations) and CG 20 37 (completed operations). Insurers also use their own "blanket" forms, which may apply automatically "where required by written contract". That's why your contract wording matters.
- If your contract requires completed-operations coverage, check that the endorsement includes it.
6. Waiver of subrogation
Subrogation is the insurer's right, after paying a claim, to recover from whoever caused the loss, which could be you. A waiver of subrogation gives that right up in your favour. The ACORD 25 has a SUBR WVD column, but like additional insured, the real thing is an endorsement. For workers' comp, NCCI's standard form is the WC 00 03 13 "Waiver of Our Right to Recover From Others" endorsement. Some states restrict or regulate workers' comp waivers, so check with your agent.
7. Primary and non-contributory
Many contracts require the sub's coverage to be primary and non-contributory: their policy pays first, without expecting yours to share. This is usually noted in the Description of Operations box and should be backed by policy wording or an endorsement.
8. Description of operations
This free-text box often names the project, the additional insureds, and references to endorsements. Check that it mentions your project or "all jobs" as your contract requires. Remember: wording here doesn't change the policy on its own.
9. Certificate holder
Check your company's name and address are exactly right. Notice of cancellation on standard ACORD forms is limited and depends on policy provisions, so don't rely on the certificate to warn you. Track expiration dates yourself.
10. Workers' comp exemptions and sole proprietors
Some subs, often sole proprietors with no employees, may be exempt from carrying workers' comp depending on the state, or carry it with the owner excluded. Rules vary a lot by state. Ask for the state's exemption document where one exists, and ask your agent how your own workers' comp insurer treats uninsured subs at audit.
Quick checklist
- Named insured matches the contract entity
- Every required coverage is listed, with a policy number
- All dates cover the job (earliest expiry noted)
- Every limit meets your contract minimum
- Additional insured shown and endorsement on file (ongoing and completed ops if required)
- Waiver of subrogation shown and endorsement on file, if required
- Primary and non-contributory, if required
- Description of operations references your project as required
- Certificate holder name and address correct
- Workers' comp exemption documented where applicable
Track all of this in one place with our free COI tracker template. It has columns for each check. For the full process, see how to track subcontractor certificates of insurance.